Glendale Elementary School

Prior Lake / Savage School District #719

Parent Teacher Child Organization Bylaws

Name

 The name of this organization shall be Glendale Elementary Parent Teacher Child Organization (PTC), Prior Lake / Savage Minnesota, ISD #719

Mission

Working together to build the learner’s community through encouragement, involvement, and support.

Goals

  • To promote a sense of school spirit
  • To encourage an atmosphere of communication between and among parents, staff and students
  • To provide a forum for information on educational issues related to the whole child
  • To develop united efforts to secure for all children the highest individual level of  physical, mental and social education
  • To plan and conduct special events which may raise funds to be used to benefit the school

Membership

The parents or guardians, teachers, staff and students of Glendale Elementary shall be considered members of the PTC.  Other citizens of the district are also welcome to attend, but will be non-voting participants.  There will be no membership dues for any member.  

Policies

To protect the rights of individuals and the ongoing educational program, the Glendale Elementary PTC agrees to abide by the following basic policies:

  • To encourage and support the works of the PTC
  • To respect and not interfere with Districts #719 and Glendale personnel agreements, contracts, policies & activities
  • To respect the legal rights of individuals, students, parents and community
  • To recognize that specific curriculum decision shall be made solely by district or school administration
  • To understand that all work done by any member for or on behalf of the this organization shall be made on a voluntary basis

Executive Board Membership

Members of the executive board shall consist of the President, Vice President, Secretary, Treasurer, Volunteer Coordinator (parent), and School Coordinators (2 teachers).  The Executive Board meetings are open to the public.

Executive Board Duties

  • Develop a balanced budget for presentation at the first PTC meeting
  • Make recommendations to the general membership
  • Make expenditure recommendations
  • A majority of the Board may act in an emergency without the consent of the general membership
  • Hold special elections to fill any vacancies occurring during the year
  • Arrange for speakers on topics of interest when appropriate
  • Develop committees as needed and work with Volunteer Coordinator to appoint Chair and Co-Chairs
  • Research fund raising opportunities
  • Plan the next years PTC calendar of events to submit for approval

Duties of Executive Board

President

  • Conduct all PTC and Executive Board meetings
  • Prepare meeting agendas
  • Act as liaison between Principal and Executive Board
  • Be co-responsible with the Treasurer for checking and/or savings account
  • Coordinate the election of Board Members
  • Conduct weekly check of PTC mailbox
  • Serve as past President advisor on newly elected Board if possible
  • Perform other duties as designated by the Board

Vice President

  • Conduct meetings in the absence of the President
  • Assist President with duties
  • Records minutes of meetings in absence of Secretary
  • Serve as President in the event of a vacancy until such time a special election can be conducted
  • Create and submit notices of school events to local media
  • Coordinate solicitations of contributions
  • Coordinate information and displays for the PTC bulletin board
  • Perform other duties as designated by the Board

Secretary

  • Record and distribute minutes of PTC and Executive Board Meetings
  • Maintains copies of the minutes of previous meetings as historical record
  • Coordinate all personal PTC correspondence, i.e. thank you notes, sympathy notes, ordering flowers
  • Write PTC section of monthly newsletter
  • Calls meetings to order in absence of President and Vice President
  • Performs other duties as designated by the Board

Treasurer

  • Be co-responsible with President for checking and/or savings account
  • Receive and deposit all monies
  • Keep an accurate record of all receipts and expenditures
  • Prepare financial report for each PTC meeting
  • Draft yearly budget developed by Executive Board for presentation at first PTC meeting of the school year
  • Pay out funds in accordance with the approved budget or as authorized by Executive Board
  • Present books annually for audit by an auditor or committee of three members
  • Coordinate with all committee chairs for appropriate fund transfers and policies regarding funds
  • Provide cash boxes at all PTC events needing one
  • Perform other duties as designated by the Board
  • The Treasurer shall not write a check for cash.  Checks must have a designated payee 

Volunteer Coordinator

  • Develop and maintain a list of volunteers compiled from the PTC questionnaire sent out at the beginning of the school year
  • Disperse volunteer lists to appropriate committee chairpersons
  • Recruit chairs and co-chairs for PTC committees and events
  • Provide copies of past committee reports to committee chairs
  • Assist Secretary with acknowledgements and correspondence for special events i.e. staff appreciation, bus drivers, cooks
  • Reserve facilities for PTC events
  • Perform other duties as designated by the Board 

School Coordinators

  • Acts as a liaison between the school and the PTC Board
  • Assist with special events
  • Presents requests for funds from school
  • Perform other duties as designated by the Board 

Meetings

  • The May meeting shall be considered an annual meeting at which new officers will be elected
  • Special meetings of the Executive Board may be called by the President or by a majority of the Board with notification of at least 5 days
  • PTC meetings shall be held on a regular basis
  • Any PTC member may request paper balloting on any general issue, otherwise voice votes may be taken
  • Members present at meetings shall constitute a quorum.  Motions will be passed by a majority vote.  No proxy voting will be allowed
  • Notice of all meetings will be sent home with the student body
  • Robert’s Rules of Order will be followed

 Elections

  • In March openings for Executive Board positions shall be posted in the PTC page of monthly newsletter.  Interested applicants may submit their names to the Nominating Committee
  • The Nominating Committee shall be composed of three members, one of whom shall be selected by the Executive Board from its body.  Any member of the Nominating Committee cannot be nominated for an office for the coming year
  • The Nominating Committee shall prepare a slate of nominees for the May meeting.  Additional nominations may be made from the floor
  • Officers shall assume their term at the close of the final meeting with the exception of the Treasurer who shall continue duties through August.  No officer shall be eligible to the same office for more than two successive terms and must be a parent or guardian of a student at Glendale, with the exception of the School Coordinator
  • A vacancy occurring in an office shall be filled by a special election vote at the next month’s general meeting.  Nominating and voting will occur at that meeting

 Committees

  • Standing Committees shall be created by the Board
  • The Chairperson of all standing committees shall report to the Volunteer Coordinator who shall present plans to the Executive Board, an no committee work shall be undertaken without the approval of the Board
  • A special committee can be created and appointed for a specific purpose, and goes out of existence when its work is done and final report is accepted or adopted within one month of completion of its project

Amendments

  • The by-laws may be amended at any general meeting of the organization by a majority vote of the members present
  • A committee will be adopted will be appointed to review the by-laws biannually, and approve the same by a vote of the Executive Board

Dissolution

  • In the event that the Glendale PTC Membership decides to dissolve the organization, all remaining assets/funds will be turned over to the Glendale Principal for dissemination toward the benefit of Glendale Elementary School.